Introducing RPA for error-free operations

Legal process outsourcing is a demanding niche, which puts strong emphasis on quality of services. This makes manual tasks time-consuming and tedious. Introducing Robotic Process Automation enabled our client to prepare and issue a set of documents in just few hours instead of a few weeks.

Law firm

The client is a global law organisation which outsources legal services to other companies. One of the services in its portfolio is notifying their clients' customers about the upcoming legislature changes (MiFID, GDPR, etc.).

Business problem

The challenge

The notification of legislation changes to customers is a laborious exercise. Our client employs teams of paralegals who are tasked with discovering their clients’ customer bases, creating templates, sending out the appropriate documents for each organisation and its underlying entities, creating signatory blocks per underlying entity for each organisation, chasing and then filing the responses.

This process requires a lot of manual work and is error-prone due to the complexity of the underlying entities and corresponding funds.

What we did

Our action

Objectivity developed an RPA solution which is based on a customer database (Excel/SharePoint or a customer Case Repository) and processes all the required work for notification of legislation changes automatically.

The RPA solution reads our client’s customer organisation data and its underlying entities and creates the correct set of documents. The documents are personalised with the appropriate customer data, entities, and funds.

Finally, an e-mail notification with the correct set of documents is sent to the customer organisation. This is an important process because the customer organisation must act, according to the information received.

This all is accompanied by a robust support system which automatically logs the process through each stage, identifies whether an issue has occurred during the process, and autonomously changes the status of the client to notify when human interaction is needed.

Core technologies
  • Robotic process automation (RPA)
What we achieved

The result

For the first project (MiFID), the robot processed all the notifications in 4 hours. The paralegals estimated that this would have previously taken them 750 hours to complete the task.

The ‘error’ rate was less than 1% and these items were flagged for intervention by a human.

Including the time taken to develop the robot, the cost of carrying out the notification was significantly reduced.

Key achievements

  1. There was a significant reduction in time, human effort and cost to complete the notification activity.
  2. More than 99% of the documents were error-free.

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